- Recognition and Registration of Student Organizations
- Space Reservation
- Sales and Solicitation Policy
- Sponsorship Policy
Wartburg campus organizations extend learning from textbooks to real-life situations. By becoming involved with campus organizations, students gain skills in leadership, problem solving, goal setting, public relations, community service, and creativity.
Involvement in one of nearly 100 campus groups and organizations will help you develop career skills, learn to work with others, put ideas into action, and experience personal growth.
Visit www.wartburg.edu/orgs/ to view a complete list of student organizations. Organizations are divided into academic, broadcasting and publications, campus ministry, honor societies, performing arts, service and interest, and athletics and recreation.
An involvement fair is held at the beginning of Fall Term, but students are welcome to join at any point during the year.
The director of campus programming can assist your search for the campus organization that best fits your needs or help you start a new organization.
Entertainment ToKnight (ETK) plans, promotes, and executes social, cultural, and educational programs through the utilization of student fees. Members gain valuable leadership and skills through work and contract negotiation with agents and artists, promotion and hospitality experiences, technical work, and opportunities to attend regional and national conferences. ETK holds two types of events:
Small Events: These events are spread throughout the academic year and may include, but are not limited to, Movie Knight, various musical performances, comedians, poetry readings, hypnotists, and other original events.
Large Events: ETK is responsible for bringing a major event to Wartburg’s campus during Fall or Winter term every two years. The student body votes on the event — concert, comedian, etc.
Recognition and Registration of Student Organizations
Student organizations are a vibrant and vital part of life at Wartburg College. Any person or group wishing to start and maintain an organization must meet all requirements in the approval process. In addition, each organization must register annually with the Campus Programming Office for continued recognition. A lapse in recognition will require the organization to seek approval as a new club or organization.
Clubs and organizations must be established for purposes that are legal, consistent with the educational aims and the mission of the college, and in accordance with the regulations, guidelines, and policies of Wartburg College, the City of Waverly, and the State of Iowa. Recognized clubs and organizations are expected to maintain their own budgets and must be fiscally responsible. Recognition does not imply college endorsement of the purposes of the organization, nor does the college assume sponsorship of any activities of the club or organization on or off its property.
Application for Recognition
To become an officially recognized student club or organization, a group must:
A. Fully complete the Student Organization Registration Application Packet. It will not be accepted if incomplete. All materials must be submitted to the Campus Programming Office in the Student Life Office of Saemann Student Center. Included in the Application Packet are:
- The Student Organization Application.
- A membership roster of at least 10 full-time Wartburg students stating their intent to actively participate in the proposed organization.
- Adviser commitment form.
- Guidelines for creating the organizations constitution.
B. Once paperwork is submitted, a representative from the organization will schedule a meeting with the director of campus programming (ext. 8486) to discuss its plans. This is when questions will be asked or concerns addressed, prior to materials being sent to Student Senate. The adviser listed will be contacted and apprised of responsibilities if the group is approved. If no changes are needed, the paperwork will go to the vice president for student life and Student Senate.
C. The director of campus programming, vice president for student life, and Student Senate will review the organization’s constitution, check for alignment with the college’s mission, make sure it does not duplicate the purpose, goal, or activities of another organization and ensure student officers are in “good standing*.” They will then make their respective recommendations for acceptance or denial of recognition.
*Good Standing — Student officers must meet a cumulative GPA requirement of a 2.25 and be enrolled full-time at Wartburg.
NOTE: The Student Relations Committee of Student Senate will review the application and make a recommendation to the general body, which will vote on the application. If there are errors in the application or structure of the constitution, the organization’s representative may be contacted by the Student Relations committee chair to make corrections.
D. Notification of the decision will come in writing to the organization’s representative and adviser via email. If the application is approved, it will be allotted the following privileges:
- Use of campus space
- Use of campus bulletin boards (Posters intended for posting in academic buildings must be approved by the Marketing & Communication Office. Posters intended for residence halls must be approved and stamped by the Student Life Office)
- Inclusion of meeting and event information on the calendar and student organizations newsletter (as submitted to firstname.lastname@example.org)
- Use of HUB resources and supplies
- May produce merchandise displaying the organization name/logo and the Wartburg College trademarks. (Review the Licensing guidelines)
- Ability to apply for Senate funds
- Ability to apply for co-sponsorship with ETK
- Opportunities for leadership training
The group will need to submit paperwork to create a 60/agency account, unless another on-campus account is already active with the Business Office, as no off-campus accounts are permitted. (Visit www.wartburg.edu/orgs/guide for the form.) This step isn’t necessary for any group that will not have any forms of financial transactions.
If the request for recognition is denied, the organization may seek reconsideration. The vice president for student life must consult with the Student Life Institutional Committee before making a final decision.
To maintain eligibility, a recognized student organization must renew its application for recognition with the Campus Programming Office every year by Sept. 20. All currently recognized student organizations will receive renewal instructions from the Campus Programming Office at the beginning of each academic year. This annual renewal process must provide the Campus Programming Office with the following:
- Officer Information (President, Vice President, Secretary, Treasurer)
- Adviser Information
- A copy of the current organization constitution and bylaws (as requested or if changes have been made).
- A membership roster – complete with all active members of the organization.
- Meeting dates or days/times/locations.
- Adviser commitment form.
- Additionally groups must:
- Host three meetings or one event each term.
- Participate in the involvement fair (when applicable to membership recruitment).
- Participate in organizational/leadership workshops (Operation Organization) put on by Campus Programming.
- Have an active 60/agency account or other on-campus account with the Business Office and maintain a positive balance or let the Campus Programming Office know the group will not have any financial transactions, thus not having a need for an account. This account must be kept with a positive or zero balance at all times.
- Complete the annual reports sent out every April.
NOTE: If the designated deadline is missed, this is considered a lapse in recognition. The organization will need to process as a new club or organization following the steps listed above.
Changes in the Organization
Organizations MUST notify the Campus Programming Office within two weeks of leadership or adviser changes.
The deadline for all student organization applications to be completed and submitted is Feb. 1 to gain approval within the current academic year. This is also the deadline for Senate allocations.
Student officers must meet a cumulative GPA requirement of 2.25 and be enrolled full-time at Wartburg College.
Student Organizations, once recognized by the college, are able to reserve campus space as available. To do so, contact the event and scheduling coordinator (ext. 8286). Please know the following:
- How many people will be attending.
- Type of audio-visual equipment.
- Layout of the room in terms of set-up, number of chairs and tables.
If you are interested in reserving the Chapel Commons, work with the event and scheduling coordinator (ext. 8286) or the Chapel Office coordinator (ext. 8217).
If you are interested in reserving the Mannie Holmes House or the Diers House, contact the director of student diversity programs (ext. 8434) or the director of international student services (ext. 8220).
Reserving Neumann Auditorium and McCaskey Lyceum
Neumann Auditorium seats 1,092 people. McCaskey Lyceum in Saemann Student Center seats 226 with theatre seating and up to 294 with additional chairs. Reservations for either are made through the event and scheduling coordinator and must specify technical requirements like sound, lights, equipment, and staging at the time. All technical needs, including set-up and tear-down are at an hourly cost, and groups must provide an account to be charged at the time of the reservation. To prevent confusion, please submit a copy of the contract and rider so the technical team can spot potential problems.
Students not affiliated with a recognized student organization but wishing to reserve a campus space may use the following:
- The Hub Conference Room Student Life Office ext. 8260
- Knights Village Lounge Associate Dean of Students by email or ext. 8553
- Centennial Complex Lounge Centennial Complex RHD by email or ext. 8459
- Clinton Lounge Clinton/Founders RHD by email or ext. 8451
- Founders Lounge Clinton/ Founders RHD by email or ext. 8451
- Grossman Lounge Grossmann/ Löhe/ Residence RHD by email or ext. 8577
- Löhe Lounge Grossmann/ Löhe/ Residence RHD by email or ext. 8577
- Cardinal Commons Grossmann/ Löhe/ Residence RHD by email or ext. 8577
Space has limited availability on a first-come basis.
Wartburg College restricts the number and type of student-run sales and solicitation activities (fundraising projects) directed to students and others in the Wartburg community. Only recognized student organizations and department-sponsored student groups (including class projects) may engage in fundraising projects after completing the Sales and Solicitation Form. Such activities are subject to approval by the Student Life Office and are restricted to specified public areas. Outside vendors or agencies will not be authorized to sell goods or services on campus or solicit funds unless sponsored by a recognized student organization or department-sponsored group.
Individual students may not conduct sales or solicitations on the campus for any purpose.
- Sales and/or solicitations may be conducted on campus by campus class/departments and recognized student organizations to raise money for philanthropic/charitable project. Additionally, recognized student organizations can raise money for organizational operating expenses.
- Sales and solicitations must be registered with and approved by the Student Life Office a minimum of two weeks prior to the fundraiser. The Student Life Office will approve or deny the request within two business days.
- Arrangements for space, time, and special needs, if any, are to be made with appropriate college officials and are the responsibility of the sponsoring organization, class, or department. Contact the event and scheduling coordinator (ext. 8286) with questions and for reservations.
- If a student organization wishes to conduct sales or solicitations in college residence halls, the approval of the associate dean of students (ext. 8260) will be required in advance and should be indicated by his/her signature on the application form.
- If a sale/solicitation is conducted to raise money for a philanthropic/charitable project, the recipient organization(s) must be listed on the application.
- Upon completion of a sale/solicitation activity the amount raised must be reported to the Student Life Office and indicated on the organization’s subsequent budget request to the Student Senate. Direct questions about sales and solicitation activities to the campus programming director (ext. 8486) or the event and scheduling coordinator (ext. 8286).
Wartburg College recognizes that students have relationships with numerous community businesses and organizations. Those relationships may result in sponsorship opportunities for recognized clubs/organizations. Sponsorship, as defined by Merriam-Webster, indicates a partnership that results in “a return” for that gift. In an attempt to better track the gifts being given to the college and the expectations of those returns for sponsorship, a process for securing sponsorships is outlined below:
- Inform the director of campus programming that your club/organization is seeking sponsorship from a community business or organization for an upcoming activity. The director of campus programming will provide you with the appropriate sponsorship paperwork or it can be found here.
- After the paperwork has been completed and submitted to the director of campus programming, a review of that sponsorship will occur. Once determined that “the return” for that sponsorship aligns with the mission of Wartburg College, approval for securing the sponsorship will occur. For example, if “the return” for the sponsorship calls for advertising alcoholic drink specials or hosting the event at a local bar, that sponsorship may not be approved. If the sponsorship is approved, promotion of particular events may be limited or not permitted due to the nature of the event or sponsorship.
- After receiving confirmation of sponsorship approval and you have secured a sponsorship, the director of campus programming needs informed of the details of that sponsorship. The director of campus programming will then inform the necessary campus constituents (i.e. Advancement, Marketing & Communication).
Regarding promotion of an event or organization initiative that sponsorship was secured for, the following must be considered:
- Wartburg College prohibits advertising that promotes the sale or irresponsible use of alcohol (such as drink specials) and the sponsorship of alcoholic beverages.
- Clubs/Organizations hosting events at community venues where the primary revenue source is the sale of alcohol will not be permitted to advertise on campus. If the organization can provide rationale as to why their event isn’t linked to or will not encourage alcohol consumption while being held at one of these community venues, the decision to allow promotion for that particular event will be at the discretion of the director of campus programming and assistant vice president for student life.
This policy aligns with the college advertising and posting and solicitation policies. All three policies should be reviewed when considering sponsorship for an event or initiative.